Student Guide: Submitting a Workflow Request

What's my access level?

Access Level: Leader, or Manager.

This article is intended for users with Leader or Manager. If you don’t have one of these roles, some of the steps outlined below may not be available in your account.

Ineligible Roles: Member

Keep in mind...

Requests let your organization ask your campus for what it needs, such as hosting an event, and track every step in one place. You always know where your request stands and what comes next.

Note: A workflow is a series of forms and approval steps set up for your campus. You only see the workflows your campus has turned on for your organization. Budget and purchase requests start from a different place. See Student Guide: Submitting a Budget or Purchase Request.

How to start a request:

1. Navigate to your student organization's profile page.
2. Select the Request + button near the title of your organization.

3. The Create Request window opens. It lists one button for each request your organization can start. Select the one you need.

4. Enter a Request Title so you can find the request later.
5. Select Next. Your request opens on its own page.

How to fill out and submit your request:

1. Check the header at the top of the page. It shows the Request #, Organization, and Owner.
2. Look at the Timeline. It lists each step of your request in order. The arrow marks the task you are working on now.
3. Answer the questions in the form. Required questions show a red Required marker.

4. Need a break? Select Save draft. The message "Your changes have been saved as a draft." appears. Select OK to keep working, or Go to Requests to come back later.

5. When you are ready, select Submit. The message "Your changes have been submitted." appears.
6. Select OK. The Timeline shows your step as Completed with a green check. The next step, such as a review, shows a count like 0 of 1 until a reviewer acts.

Note: If a yellow banner says your organization is pending registration, you can still submit your request.

How to start a request that is not tied to an organization:

Some requests are for you as a student, not for an organization. These requests only appear if your campus has set one up.

1. Navigate to Requests on the left sidebar.
2. Select + Create Request.

3. Choose the type of request you need.
4. Enter a Request Title and select Next.
5. Fill out and submit the request the same way as above.

How to submit an event request:

Event requests follow the same steps, with a few extras.

1. Start the request from Request + and select your campus's event request.
2. The header shows an Event Unpublished chip. Your event is not public yet.
3. Fill out the first forms, then select Submit to move to the next task on the Timeline.

4. On Public Details, enter what students will see, such as the title, description and location, plus the start and end date and time. You can also add a photo. 
5. Select Submit. Your system administrators then reviews the event and provides necessary approvals. The steps in the process will vary depending upon your institution.

Once your request is approved, the chip changes to Event Published, and a View → link opens your event.

How to update a request that was sent back:

A reviewer may send your request back with a question or a change. You will get an email that your action is required.

1. Navigate to Requests on the left sidebar. The request shows Needs Your Action on the My Requests tab.
2. Select the request name to open it.
3. Read the reviewer's note in Comment History if they left one. Your earlier answers are still filled in.

4. Make your changes and select Submit.

How to add a comment:

1. Open the request and select Add comment under Comment History.
2. Enter your comment in the "Add your comment" window. Comments can be up to 2,000 characters.
3. Select Save.

4. The message "Your comment was added." appears. Select Return. The newest comment shows at the top.

Note: A comment does not submit your request. To send your changes, select Submit.

Good to know

Changed your plans? You can cancel your own request. Learn how in Canceling a Workflow Request.

Get more from Suitable

Need funding for your plans? Learn how in Student Guide: Submitting a Budget or Purchase Request.

If you have additional questions, chat with us below or send us an email at support@suitable.co.